IMPACT OF INFORMATION TECHNOLOGY ON SECRETARIAL PROFESSION

IMPACT OF INFORMATION TECHNOLOGY ON SECRETARIAL PROFESSION

CHAPTER ONE

BACKGROUND OF STUDY

As technology continues to expand in the office across the world, the role of the office professional has greatly evolved (Buttler, 2012) He further argues that this has resulted in the increased role of administrative secretary’s activities such as storing, retrieving and integrating information for dissemination to staff and clients. Administrative secretaries are responsible for a variety of administrative and clerical activities that are necessary for running the organisation efficiently (Daven and Paul, 1999). They work as information managers to an office, schedule meetings and appointments, organise and maintain papers and electronic files, manage projects, conduct research and provide information via telephone, and e-rnail. They also prepare correspondence and handle travel arrangements (Daven and Paul, 1999).

These additional activities that administrative secretaries carry out are made by a variety of equipment such as the facsimile machines, photocopiers and telephone system (Buttler, 2012). He argues that administrative secretaries with the aid of personal computers now perform certain tasks such as managing database, composing correspondence and writing and creating documents via desktop publishing and using digital graphics-previously performed by managers and professionals. The rate at which information technology and its components have revolutionised the globe and every aspect of work-particularly the administrative secretary is seen by the additional job qualification and requirements expected of their- workers (Olofson, 2009). He continues to explain that this is the information age and the one who possesses the most information has an advantage over others.

Technology has affected society and its surroundings in a number of ways. In many societies, technology has helped develop more advanced economies (including today’s global economy) and has allowed the rise of a leisure class. Many technological processes product unwanted by-products: known as pollution and deplete natural resources, the determinants of the earth and its environment. Various implementations of technologies influences the value of a society and news technology often rises new ethical questions examples include the rise of efficiency interm of human productivity, a term originally approved to machines and the challenge of traditional norms.

As noted by (Edwin, 2008), the roles of secretaries in contemporary times have changed tremendously from the traditional roles. They have access to modern office technology such as the internet, intercom,face book, tweeter fax and other social medias. These technologies make work much easier. Dulek and Fielden (1999) also noted that it is easier to send messages using telex, electronic mails, fax and telephones. He noted that the era of computers and information technology helps users to write and edit and send memos, letters and reports.

According to  Duniya (2011), modern day offices are equipped with technologically sophisticated gadgets that inform accuracy and efficiency of work output. The secretary is part of the management team since she is completely involved in the affairs of the office and in making and implementation of business plans. She deals with letter drafting and typing, filing processing and storing of information as well as disseminating information. With the office automation such as electronic typewriter Word process, computer, telephone, fax machine, internet, e-mail, photocopier and calculating machines at her disposal, her job is sure to progress swiftly and a boost to attaining productivity in the organization where he/she works. Information technology  is concerned with managing and processing information. This is made possible through the use of electronic computers and computer software to manage information (Okute, 2001).

According to Atakpa (2010), secretarial functions the world over have undergone tremendous technical transformations. He noted further that secretarial functions which were previously done manually have been mechanized. On the other hand, Okwuanaso and Obayi (2003) have noted that Information technology  has posed several challenges to secretaries in the execution of their duties. Supporting this claim, Eze (2000) asserted that any office staff of today that is lacking in Information Communication Technology would find work boring and uninteresting. According to Nwaokwa and Okoli (2012), the introduction of ICT has changed the roles of secretaries. They opined that ICT has influenced the performance of secretaries in delivery of information, accuracy and effectiveness at the work place. Nonye (2013) researching into the need for capacity building of secretaries in modern office technology concluded that secretaries should be abreast of the use of modern office technology and recommended the need for periodic training programmes to be organized for secretaries to update their knowledge on modern office skills. With modern office skills, words, sentences and paragraphs are manipulated. This is made possible using word processor. This makes possible all range of editing options applicable. This makes possibilities for deleting and inserting sentences before they are printed. Designing of documents, filling of forms, retrieving information and finally printing have become simplified tasks with the use of word processors (Agomuo, 2005; Azuka, 2007 and Nwosu, 2002). Examining the effects of information and communication technology on the performance of public sector secretaries, Buseni, (2013) asserted that the quality of a secretary is a function of reliable and reporting framework. The study revealed that the use of computer, telecommunication and video techniques positively and significantly affected productivity of public sector secretaries

STATEMENT OF PROBLEM

Most developing countries especially Nigeria exhibits its poor administrative performance due to lack of in-depth knowledge in information technology and the use to its numerous tools . The need to adopt to changes that are occurring due to the fast growing information era is very necessary to countries like nigeria, yet the rate at which this change is growing is very slow and thus the problem of personnel in administration of the day to day activities of any organisation. Several factors still hinder the advancement of the Nigerian administrative secretaries and these include; the inflexible roles assigned to them, limited access to modern information processing

equipment and the general lack of knowledge in the use of such information technology equipment. It is true that in the computerised era, efforts have been made to equip the administrative secretary’s knowledge in information technology and the use of its components by bodies such as the Institute of Charted Secretaries and Administrators (ICSA), Polytechnic Institutions  but the fact still remains that the administrative secretary has relatively little or no knowledge in information technology and it tools

The depth of   secretary on one hand and their lack of knowledge in information technology and the use of its components on the other hand are very evident, as most departments do not have administrative secretaries. Moreover, departments that have administrative secretaries are at a lost as to the level of knowledge they have acquired with regards to information technology and the use of the components that come with it.   The extent to which information technology has saturated into the existence of the  secretary in nigeria is what the research seeks to find.

PURPOSE OF THE STUDY

The main purpose of this study is to determine the impact of Information technology   on secretarial profession in ekiti State

The study intend to achieve the following specific objective:
1.  To determine the relevance of information technology on  secretarial profession

  1. To investigate if information technology equipment have impact on secretarial job
  2. To determine the attitude of secretary towards the use of information technology facilities in an organization.
  3. To find out the problem secretary face when utilizing information technology facilities

Research Questions

In view of this study, the following research questions have been formulated to  guide the study;

  1. What are the relevance of information technology on secretiarial profession ?
  2. Does ICT equipment have impact on secretarial job ?
  3. What are the attitude of secretary towards the use of information technology facilities?
  4. What are the problems faced by secretary when utilizing information technology facilities?

Significant of the Study

It is hoped that the study will help in changing the people’s attitude about secretarial profession and enlightening the populace on the versatility of the secretary in the business world. It will remove the fear laboured by secretary knowing that with the acquisition of the relevant competencies they will still maintain their position and be marketable in the business world.

It is expected that the findings of this study will bebeneficial to secretaries because they will know the modern training facilities that they need to know and that there is new   knowledge of technology that brings changes in the business world.

Scope of the Study

The study focuses on the roles information technology plays among secretaries and also looked at he specific challenges facing secretaries in utilizing information technology..

Definition of Terms

  1. Information Communication Technology (ICT): is generally refers to ‘computers and computing related activities’. Computers and their application play a significant role in modern information management, other technologies and/or systems also comprise of the phenomenon that is commonly regarded as ICTs.
  2. INFORMATION: facts or details that tell you something about situation person events.
  3. COMMUNICATION: It is the transmission of information or idea from one source to another using various channels.
  4. EDUCATION: Is what prepares an individual to accommodate and to contribute positively to the development of his/her society.
  5. COMPUTER: It is an electronic device that accepts data as to give information as an output.
  6. C.T: Information Communication Technology.

 

 

 

 

 

 

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